Event - Export to ERP & Lock Invoice Header

Both Export to ERP and Lock Invoice Header functions offer the identical setup to that of backing up your database. It's important to recognize that WZWB is the Master application and your ERP or accounting application is the Slave (taking instruction from WZWB) when defining the roles of systems integration.

Both events are accounting and invoice related functions.
Both events offer users the ability and flexibility to set for multiple resource calendars or profit centres in combination or individually.
Both events can be scheduled to recur.
Both are recommend to be set on your Head Office Server where Set as Main ERP Machine is True but otherwise easily achieved on any client machine with Administrator privileges.

Event - Export to ERP

When WZWB exports transactions it exports into the ERP system via the WZWB ERP Interface the following transaction types:

Job/Order Header.
Accounts Receivable Invoice Header and Line Detail (by Job/Order if applicable) being Invoice number, Batch number, Customer, Vehicle ID, Docket number, Supply Only Pricing, Supply and Deliver pricing or rates per Tonne (UOM), Destination, 'other' references as required and of course all the necessary totals.
Additional modules of Accounts Payable can be added as per WZWB ERP Interface client requirements.

There are three methods with which to export transactions from WZWB:

1. Scheduled - Exports all transactions not set as exported only.

2. Manual - Exporting transactions on user selection as per the functional methods provided;

Transactions grid - Not Exported, Exported (Re-Export), and Both (Not Exported and Exported) combinations.
Invoice window - Not Exported, Exported (Re-Export), and Synchronize.

3. Live - Exports transactions Exit and Edit-Exit save from the time when Live Export is set to True on the WZWB Client.

Scheduler Export to ERP Sample

Scheduler will export all transactions from the Transactions Grid where the ERP Export radio field is set to False up to the scheduled date.
On Edit Exit of a weighbridge transaction the ERP Export field is set to False.
When users open, edit and save a weighbridge Exit transaction the ERP Export radio field value is set to False meaning Scheduler will export or re-export the transaction.
With every weighbridge transaction export customer invoice values and the line detail making up these values are automatically updated ready for ERP Invoice production (print) and dispatch.
Lock Invoice Header (below) delivers and maintains consistency of invoice data sets between WZWB and your ERP application.

Lock Invoice Header

The Invoice Lock event is an important one and is designed to ensure your WZWB application and ERP system remain in sync. Until an Invoice is Locked by an Accounts WZWB Administrator, weighbridge transactions remain editable for Basic Users which means as a potential consequence your ERP system has received invoice related data from WZWB after ERP Accounts users having produced and dispatched (via email, print or fax) these invoices. A Basic user on editing any one weighbridge transaction can change the values of a distributed invoice.

Where customers are set with either a Daily, Weekly or Monthly invoice period then the Lock Invoice Header process should immediately follow if not be set prior to invoice distribution.

Customers set with either a daily or weekly period must be completed manually and following three work days past the end of each period if the invoice header is not locked a notification only is provided (below).

The scheduled Invoice Lock event locks the invoice (header and corresponding line detail) automatically on all lines for any one header having been successfully exported for the past monthly period including daily and weekly periods that fall within the monthly period.

With any Invoice Line grouped by an Invoice Header not exported or is reported in error Lock will not occur on (this) these Invoice Headers only and notification is provided.
Invoice Headers and Line detail are produced automatically on Weighbridge Exit Save.
The Invoice Lock process (including user notifications) are reported at a per profit centre level.
Lock means All users can no longer edit a WZWB Exit transaction.
The Automated Lock event is applicable to WZWB only and has no effect on your ERP application.
Its key purpose or design is to continually communicate a deadline and tasks to be achieved for all WZWB Users (below).

Where users have thought they locked all invoice headers for the Last Month Period and/or have entrusted WZWB to do complete this process automatically when unsuccessful; meaning any one invoice line for any one header has not exported successfully, six weekdays into the new Month Period Administration users only will receive notification (below).

Scheduler Lock Invoice Header Sample

As indicative (above) the Lock Invoice Headers event can be cancelled by WZWB Administration users at either a single event level or all recurrences.
Invoice Lock monthly notifications are provided daily to all users counting back four weekdays from the date set (and public holidays are not provisioned for, within weekdays).
Users having successfully completed the Last Month period invoice lock process manually removes future notifications and cancels the current Lock Invoice Header process.